Sign, Send, and Follow Outbound eFaktura
Sign confirmed sales invoices with the local signer, send them to UJP, and act on rejected or failed documents.
A confirmed sales invoice or credit note appears in the eFaktura workspace when eFaktura is enabled for the company. From there you sign it, send it to UJP, and follow its status.
You need: access to the eFaktura workspace, your own signing certificate set up, and the local signer running with your USB token. If something is missing on this computer, the status button at the end of the toolbar offers Set up signing.
Sign and send
The quickest way is on the invoice itself: choose Sign and send. A saved draft says beside the button whether it is Ready for eFaktura or how many things are missing.
Or open eFaktura: documents waiting for your signature are at the top. Each row has its own Sign and send button. The button above the list, for example Sign and send all 3, takes them all.
Prospect asks once, naming the invoice, the customer and the amount. Anything that still stops the invoice is listed there with its fix beside it. Confirm.
Type the token PIN in the signer window if it asks. The documents are signed and sent to UJP one at a time.
The Status column changes from Waiting for you to Sent, and to Done once the customer accepts it, or Rejected if they refuse it.
When a document is rejected or fails
Outgoing documents that UJP refused or that could not be sent show Problem, right under what waits for you, with a few words under the status saying why; hover them for the whole explanation. One the customer rejected shows Rejected instead: that is an answer, not a fault. The Status filter shows either kind on its own. Open a document to see what happened and what remains.
| Status | What to do |
|---|---|
| Waiting for you | Sign and send it, or do what the row's button says. |
| Sent | Nothing. UJP has it; the answer arrives with the next check. |
| Problem | Read the line under the status. If UJP refused the document, fix what it names and choose Try again, or Withdraw it and issue a corrected invoice. |
| Rejected | The customer refused it. Correct the invoice and send the correction. |
| Done | Nothing more to do. |
If UJP did not answer at all, Prospect cannot tell whether the document arrived. It does not offer Try again then, because sending twice could file the invoice twice; the next check settles it.
Customers abroad
An invoice to a customer outside North Macedonia goes to UJP as an export invoice (UJP type 510). UJP only records it; the customer does not receive eFaktura. Once UJP accepts it, Prospect opens Send by email with the customer's address and the PDF, which now carries the EUID and QR code. If the invoice was signed in the eFaktura workspace instead, send it from the invoice with Send by email.
- Each line needs UJP's tax indicator for export. Set it on the tax rate you use for exports, see Mappings and diagnostics.
- For a customer abroad UJP takes only a regular invoice: not an advance invoice, an invoice/delivery note, or a final invoice that settles advances. Prospect says so before you sign.
- The one-step move to eFaktura on the settings page covers domestic customers only. Switch a customer abroad on their own page.
Good to know
- A confirmed invoice in Prospect is not yet an accepted eFaktura. UJP is authoritative for receipt and final processing; Prospect shows the status it last synchronized, with the time in the status button at the end of the toolbar.
- News from UJP arrives with a check, and UJP wants every check signed. Prospect checks by itself on any page while your token is unlocked; the refresh button next to the search does it at once.
- Send each document once. If you are unsure whether it arrived, use the refresh button and look at its status instead of sending again.
- PDF and ASiC in the document panel download the document and its signed container for your records.
- Test and live are separate. The status button at the end of the toolbar reads Test environment when you are not on live.
See Mappings and diagnostics when a document is blocked by a missing mapping.
Review and Accept Inbound eFaktura Documents
Review supplier invoices received through eFaktura, resolve mappings, accept or reject them, and continue in Purchases.
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